Edit Schedules
  • 09 Jan 2024
  • 6 Minutes to read
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Edit Schedules

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Article Summary

Editing a schedule makes changes to the existing schedule. It may also mean replacing a Caregiver or adjusting the time or day of the shift, changing Tasks, updating signature requirements, and more. You can edit schedules on all schedule views.

Video

Watch a video about editing schedules.

Where Do I Start?

Start with existing schedules in any view of scheduling. 

  • To change one shift, click on that shift.
  • To change many schedules at one time, use the Edit Schedules button.

Edit One Shift

Click the shift to make changes.

  • On the Grid, click on the yellow pencil make changes.
  • On the Daily, drag and drop make changes.
  • Make changes to any aspect of the schedule: service code, payor, caregiver, payroll item, tasks, wellness, and so on.
    • If the schedule is signed, the ability to make changes is limited. You can also remove the signature completely and make changes. How you handle this situation depends on your agency policy.
  • Click Update.

Buttons

At the bottom of the edit screen, there are several buttons.  

  • Caregiver Search: Click to open Caregiver Search with shift parameters added for you.
  • Delete Schedule: Click to remove the shift.
  • Audit Trail: Shows all changes made to the shift including the field changed, old value, new value, the user who made the change, and a timestamp.
  • Update: Click to save the changes.
  • Cancel: Click to cancel the changes.

Tabs

The tabs you see may be slightly different depending on what your agency uses.

  • Schedule: Basic schedule information like names, dates, times, and days of the week.
  • Edit Task: Used to track tasks performed, this is there you read and update Tasks associated with the schedule.
  • Wellness Questions: Used for monitoring the well-being of a client, this is where you see Wellness Questions assigned to this shift.
  • Client QA: A way to survey clients to learn their opinion of the service they just received. 
  • Visit Notes: A way for caregivers to add and read notes in the field.
  • Other Expenses: Things like mileage and supplies that are an addition to the services provided.
  • Charting: Care Notes and Wound Notes.
  • Time/Task Signatures: Signatures for Tasks.
  • Exceptions: Shows times where there isn't an electronic login or logout from the shift, when there is a wrong in or wrong out, when the Caregiver exceeds allowed variance, and other cases as required by your State EVV. 
  • Screening: Required questions the caregiver must complete prior to logging into the scheduled visit. For example, COVID questions. 
  • Scheduled Breaks: Used to tell  a caregiver when the should take a break during their shift. Optional and enabled in Admin > Company Settings > EVV > General > Other Options. 

Edit Multiple Shifts

Use the Edit Schedules button to change shifts over a period of time. You work your way from top to bottom. The tabs you see may be slightly different depending on what your agency uses.

  • Make changes to any aspect of the schedule: service code, payor, caregiver, payroll item, tasks, wellness, and so on.
    • If the schedule is signed, the ability to make changes is limited. You can also remove the signature completely and make changes. How you handle this situation depends on your agency policy.

Caregiver Section

This area indicates the current caregiver, plus the name and pay rate of the new caregiver. 

  • Existing Caregiver: Select the originally scheduled Caregiver. Depending on the circumstances, the existing caregiver could be one person, Available Shift, or All Caregivers.
  • New Caregiver: Select the new Caregiver. Depending on circumstances, this could be the same caregiver as selected in existing caregiver, Available shift, or All Caregivers.
  • Payroll Item: Select the appropriate payroll item for the Caregiver. Although they are listed after active payroll items, you cannot schedule with Inactive Payroll Items.
  • Add Payroll Items and Rates on the fly:
    • Click the green +
    • Select an item from the Payroll Items Master List
    • Add a pay rate.
    • Click save.
    • The newly added Payroll Item and Rate are added.

Client Section

Here you select the client and then other things as appropriate for the situation.

  • Client: Select the Client.
  • Service Order: Optional. If you need to change the existing service order, remove the checkmark from Keep Existing and select a new Service Order.
  • Payor: Optional. If you need to change the existing payor, remove the checkmark from Keep Existing and select a new Payor.
  • Service: The Service Code or bill rate associated with the Schedule. To change the service code, remove the checkmark from Keep Existing and select a new Service Code.

Date Range

Tells Generations to which date range to apply changes.

  • Generations assumes only one day is being changed unless other wise indicated. 
  • To change all future schedules, check "All Future Dates." 

Starting Times

This is where you adjust the times for the shift.

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  • This example tells Generations to find a shift that starts at 9am and then change the shift times to be 10a-12p.
  • Starting Time(s): Check all times or add the original start time of the shift. 
  • New Time(s): Only used to change the start and/or end time of the shift. Place a checkmark in the "Change Times" box, and add the new times.

Frequency

Check to indicate if a schedule is every other week, every third week, etc.

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Confirmed Status

Indicate if the shift should be confirmed, not confirmed, or if there is no change to the status of the shift.

Days of the Week

Select "M-F," "All Days," or specify individual days of the week.

Alerts and Prompts

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  • EVV Alerts: No change, enabled, disabled.
  • Mileage Prompt: No change, enabled, disabled. 
  • Client QA: No change, enabled, disabled.

Cancel Shifts

If you need to cancel multiple shifts, add a checkmark to "Cancelled Shifts."

  • Cancelled Shift Payor: Select the payor for which you would like to cancel shifts for. Only shifts with the assigned selected payor will be canceled.
  • Cancelled Shift Reasons: Select the reason for canceling the shifts. This is a Master List that you can customize.
  • Cancelled Shift Actions: This is also a Master List that you can customize.

Other Options

Change All Shifts Regardless of Caregiver

There are times when you need to change just a Service Code (or more likely a Service Order) for the Client, but do not need to  make changes to the Caregiver, hours, or days. In these instances, leave the existing Caregiver at "All Caregivers" and make other changes as desired. Click OK, and all schedules are updated with the desired information.

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Edit Tasks, Wellness, Client QA, and More

You can edit Tasks, Wellness, Client QA, Other Expense, and more after a shift has been added. The key to success when editing these items, though is to add a checkmark into "Update" at the very top of the screen. Here is Update Tasks with a checkmark; the other tabs update in a similar fashion.

  • If you have not previously added Tasks, you can copy Tasks directly from the Plan of Care (providing you have a Plan of Care and Tasks for this Client.)
  • If you have not assigned Tasks to the Client from the Plan of Care, or the Client does not have a Plan of Care with Tasks assigned, place a checkmark in the appropriate box to assign task(s.)

View Visit Notes

Only visible if there are Visit Notes associated with a particular day/schedule. Read-only.

Charting

Only visible if the shift has been worked and there is a Care or Wound Note. The same information is also available in Schedules, Charting Management, and on the Client's Charting tab. Learn more about Charting.

Time/Task Signature

The Time/Task Signature (TTS) tab is where you see signatures. Note that when you add a shift, there are no signatures. You can:

  • Remove the requirements for signatures.
  • Notify the Client and/or Caregiver that a signature is required.

Once signed, you see the signature plus date and time the signature was completed.

  • Once signed, only minimal shift changes are allowed  - unless you remove the signatures.
  • If signatures are removed, the Client and/or Caregiver needs to sign again.

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